Terms and Conditions

1.1 Booking agreement

By submitting a booking enquiry, you confirm you have read and agree to the Terms and Conditions set out on this page. Your written confirmation when making a booking indicates your acceptance of the quote, the details of the services to be provided and the timescale of delivery.

1.2 Booking times

Science Oxford visits to primary schools are available to book during regular school hours, Monday to Friday, during term time. Please contact us if you would like to book outside these dates or times.

If you would like to discuss your booking or the booking process, please contact us via email ([email protected]) or phone call (01865 810005).

1.3 Additional needs

Any additional needs within groups should be made clear within the booking form when submitting a booking enquiry. If you have concerns that any additional needs have not been included in your initial booking enquiry, please contact us with as much notice as possible.

1.4 Specialist schools

We MAY be able to offer alternative arrangements for groups at specialist schools who may benefit from a more bespoke day. Proposed visits MUST be discussed between the booking contact and a member of our delivery team, who will take into consideration the additional needs of the groups(s). We will take all reasonable steps to accommodate any additional needs, but this cannot be guaranteed.

1.5 Timetable

The Science Oxford team will send your timetable via email as a visit confirmation. You will receive this both after your booking has been confirmed and one week before our visit. Please do not make amendments to your timetable without our knowledge. Timetables (including time between shows/workshops) are dependent on the sessions booked and their associated reset and pack-up times. If you would like to request changes to your day, including booked activities and timings, please contact us as soon as possible. We will endeavour to meet all reasonable requests, but this cannot be guaranteed. Small timing adjustments may be possible on the day itself, but these are at the discretion of the presenter.

1.6 Presenter information

Your presenter’s name and DBS details will be sent via email one week prior to the visit. All our presenters will carry photographic ID to verify their identity. All our outreach staff are trained to OSCP Safeguarding Level 2 or higher.

1.7 Cancellations

1.7.1 Cancellations by schools

If you need to cancel your booking, please let us know at least two weeks in advance of our visit so we can offer the date to other schools. If you cancel within two weeks of your visit date, you will be invoiced for your booking in full. In exceptional circumstances, cancellation payments may be waived; this is at the discretion of Science Oxford.

1.7.2 Cancellations by Science Oxford

All reasonable steps will be taken by Science Oxford to ensure the delivery of the agreed sessions.

In the event of cancellation or non-delivery caused by Science Oxford, we will endeavour to rearrange delivery at a mutually convenient time to both parties. If this is not possible, payments and/or invoices for any undelivered services will be waived.

1.8 Risk assessments

All our Risk Assessments pertaining to outreach visits and associated sessions can be found on our website here.

2.1 Arrival

Your Science Oxford presenter will arrive at school to sign in and set-up equipment up to 1 hour before your first session. Please ensure a member of staff is available on site at that time to provide orientation.

2.2 Parking

We will arrive at your school with equipment loaded into our Science Oxford van (or occasionally the presenter’s personal vehicle). Where possible, please save a parking space close to the hall/classroom where your first session will take place. The van is small (L4.5 x W2.2 x H1.9m) and fits in most parking bays.

2.3 Breakfast club and lunch

Usually, we can setup shows alongside breakfast clubs and lunch pack-downs. Please inform the breakfast club and/or dinner staff ahead of time if there is likely to be overlap. Shows in school lunch halls must not overlap with lunch setup. Please ensure that hall floors are sufficiently clean prior to show setup. If you are unsure, please contact us at [email protected].

2.4 Timings

Sessions will run to the timings on your visit confirmation. If classes arrive to their session late or need to leave early, we may have to shorten, or potentially cancel sessions, to maintain the schedule of the day. The outreach team will endeavour to communicate any changes to sessions with teachers present. Small timing adjustments may be possible on the day itself but are up to the discretion of the presenter.

2.5 Adult attendance

AT LEAST ONE ADULT (preferably a teacher who knows the class well) must accompany each session in its entirety (regardless of group size or pupil age) unless more are required as per our Risk Assessments. For younger children, higher levels of supervision will be required as per your school policy. If no adults are present for any significant amount of time, the session may end early or be cancelled altogether.

2.6 Departure

Most of our shows and workshops can be packed down within 30 minutes of the end of your final session. Please ensure a staff member remains on site until our presenter has signed out.

3.1 Invoices

Invoices are sent at the start of the month following your visit. If you would like to request an invoice to be sent earlier, contact [email protected]. You will be invoiced according to the prices listed on our website.

Member Schools receive a 15% discount on all bookings of shows and workshops in school. We are able to offer discounted prices to schools with a high percentage of children eligible for free school meals. Please see here for details.

3.2 Feedback

You will receive an evaluation form via e-mail within 1 week of our visit. Please share this with any teachers who attended a session. We really value your feedback.